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Excel has a built-in feature that allows users to filter email addresses in a spreadsheet. To utilize this feature, follow these steps:
1. Select the column containing the email addresses
2. Click on the “Data” tab
3. Click on the “Filter” icon
4. A drop-down menu will appear next to each column header
5. Click on the drop-down menu for the column with email addresses
6. Select “Text Filters”
7. Choose “Contains” or “Does Not Contain”
8. Enter the desired keyword or phrase in the search box
9. All email addresses that match the filter criteria will be displayed, while others will be hidden. An example would be filtering for all email addresses that contain “@gmail.com” to only show emails from Gmail accounts.
Often you may want to filter a list of email addresses in Excel to only display the ones that contain specific text.
Fortunately this is easy to do using the Advanced Filter function in Excel and the following example shows how to do so.
Example: How to Filter Email Addresses in Excel
Suppose we have the following list of email addresses in Excel:
Now suppose we’d like to filter for rows where the email address contains either “statology.org” or “greatemail.com” in the email address.
To do so, we can first define a criteria range:
Next, we can click the Data tab and then click the Advanced Filter button:
We’ll choose A1:A12 as the list range and C1:C3 as the criteria range, then we’ll choose to copy the results to cell E1:
Once we click OK, the dataset will be filtered to only show rows where the email address contains either “statology.org” or “greatemail.com” in the name:
Note that when using the Advanced Filter, the criteria range that you use must have a column name that matches the column name you’re filtering.
For example, we used “Email” as the column name for the criteria range, which matches the column name that we’re filtering.
Also note that we used asterisks ( * ) around the email addresses so that we could filter for email address that contained those specific domain names, rather filtering for email addresses that exactly matched those domain names.
Additional Resources
The following tutorials explain how to perform other common operations in Excel: